Library Managers, August 16, 2006
9:30 am, Davis
Present: Eric Boyd, Jennifer Haas, Mark Haslett (Chair), Sharon Lamont, Susan Mavor, Ann Naese, Shabiran Rahman, Susan Routliffe, Mary Stanley, Linda Teather, Debbie Tytko, Annette Dandyk (Recorder)
Regrets: Betty Graf, Michele Laing, Richard Pinnell, Melanie Watkins
- Chair’s Remarks
- Recognition and Commendation
The following staff celebrated anniversaries in the Library during July and August:
July 1, Marlene Laurence, 40 years
July 1, Susan Seabrook, 15 years
July 1, Linda Teather, 25 years
July 2, Lynda Johnson, 20 years
July 26, Connie Pantic, 30 years
August 12, Agnes Zientarska-Kayko, 10 years
August 17, Ingrid Kremer, 25 years
August 19, Alex McCulloch, 20 years
August 20, Mark Haslett, 10 years
- Updates
With four months remaining in the Kresge Challenge, the Library has raised approximately $1.8M of its $2.8M goal. Over $2M in proposals have been sent to various foundations and individuals and the next four months are expected to be busy as we begin to hear from them. The Parents Program was particularly successful, raising approximately $303,000. Parents of all first year students, parents of alumni, and parents of 2nd to 4th year students who are not donors were contacted. This year the primary project was the Library and the Kresge challenge.
Eleven Canadian universities have bowed out of the annual Macleans university rankings survey. UW, Guelph and WLU will all continue to participate in the surveys.
Candidates for the AUL position will give presentations on The Future of the ILS (Integrated Library System). The first is scheduled for August 24. Sharon will send a reminder to staff.
Action: Sharon
The Trellis upgrade is scheduled to begin at 6:00 p.m. on August 17.
A TUG ERM working group, chaired by Charles Woods, has been struck.
Canadian public health officials have been encouraging employers to begin developing plans in the event of a flue pandemic. A pandemic planning framework for the campus was released this summer. Sharon will review the plan and bring this topic back to a future Library Managers meeting. For the most part, UW will likely be required to follow directives issued by the health unit.
Action: Sharon
Mark will meet with Bruce Mitchell about the Acquisitions and Operating budgets on August 17. Total Acquisitions expenditures amounted to over $7.2M in each of the last three years. The Operating budget experienced a 1% cut this year. Mark will update the Managers about the meeting at the Library Managers meeting in September.
Action: Mark
Two new Cataloguing Associates have been hired effective September 1.
Removal of the asbestos from the ceiling in some areas of the first floor is progressing well. Work is expected to be completed by mid-September.
- Business Arising from June 21
#3 Public Printing Update – most of the hardware needed for a 2nd release station in Davis has been received and will be implemented soon, pending the installation of some additional wiring by IST. Carl Nagel has been working with a company called PrinterOn about the feasibility of wireless printing and hopes to have a test set up in late September.
- Circulation Services Visioning
The Circulation Services Managers initiated a five year planning process in the fall of 2005 that included initial brainstorming amongst themselves, a brainstorming session for Circulation staff, and a review of: the Library’s 6th decade plan; the 2003 OCLC Environmental Scan; and a town hall session conducted by the President and the Provost. Six areas were identified as key opportunities and challenges:
- Redesigning our staff training and support to effectively manage services which are continuously evolving
- Reviewing and redefining positions to appropriately address the increased complexity of jobs
- Enhancing Interlibrary Loan services and streamlining operations
- Improving collections accessibility and managing collections space issues
- Evolving the eReserves service
- Identifying opportunities to work with other campus departments to streamline services for users
Managers reviewed the goals that will help to meet these opportunities. Next steps: several revisions to the draft visioning document; inform and discuss the plans with Circulation Services staff; and, send a general announcement about Circulation Services’ objectives over the next five years to all Library staff.
- Circulation Desk Hours in Davis
With the implementation of a new security system in the Davis Library, Circulation Managers have proposed changing the Davis Circulation Desk hours to match the building hours, increasing desk hours by 26.5 hours per week. It will be carried out as a trial in the Fall term and the results will be reviewed by the Circulation Managers to determine if it warrants increasing desk hours in Porter, once the security system has been installed there.
Other changes include modifications to procedures for opening and closing the buildings, flextime bandwidth adjustment for staff scheduled to work on the Circulation Desk at 8:00 a.m., and charge/discharge training for casual staff hired to work during the extended hours period (24/6).
The security gates are expected to be installed in Davis near the end of September. Mary will handle publicity announcing the installation of the gates, and also the anticipated short-term problems (e.g. tagged Porter books that have not been deactivated. The System will think the books aren’t signed out).
Action: Mary
- Freedom of Information Legislation
Work is progressing well campus wide. The committee has ongoing discussions with FIPPA coordinators at various Universities and library staff. A list of all records kept by the Library has been forwarded to the Secretariat.
Susan Mavor will obtain clarification on several issues that were raised.
Sharon and Susan will meet to discuss FIPPA issues on a broader level and draft general guidelines for Managers and Supervisors about issues such as recording minutes, records retention, and confidentiality statements in email.
Action: Susan, Sharon
- Freedom of Information Legislation – email guidelines
At the last Managers meeting Linda was asked to create a procedure for staff re complying with the FIPPA email guidelines on inserting a confidentiality statement. Linda will join in the discussion about email, mentioned above.
Next meeting: September 6, 2006, Davis
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August 25, 2006
